Position Summary
Working under the direction of the Chief Operating Officer, the Executive Assistant will provide administrative support to the President’s Office and Administration departments as directed. The Executive Assistant will regularly, frequently, and independently interface with department Directors, Managers, and others in the organization in performing his or her duties, requiring considerable discretion, initiative, and confidentiality. The Executive Assistant will ensure adequate preparation for meetings, presentations, etc., and collaborate with other administrative support staff to build operational efficiencies between departments.
Duties and Responsibilities
- Provides office management and administrative services for the Senior Leadership, including maintaining calendars and updating mailing lists, reservations and travel arrangements, phone calls, mail, and visitors, managing electronic databases, keeping files, and filing system upkeep
- Assists Senior Leadership with preparation for meetings, attending meetings and taking notes, and ensuring appropriate follow-up with minimal appointment/meeting conflicts
- Serves as backup for meetings or ensures appropriate replacement when the Chief Operating Officer has unexpected conflicts
- Independently compiles and prepares correspondence and reports relating to, and on behalf of the Senior Leadership, and develops presentations and briefings for the President & CEO and Chief Operating Officer as required
- Edits, proofreads, and reviews items before distribution and the Chief Operating Officer’s signature
- Assists with the creation and preparation of presentations (particularly PowerPoint presentations) as well as possesses the ability to independently create well-polished presentations
- Exercises excellent judgment and discretion with confidential or sensitive materials
- Manages multiple priorities and works effectively under tight deadlines
- Manages calendars to include the coordination of meetings
- Always maintains discretion and confidentiality
- Manages and provides coverage at the front desk as scheduled and needed
- Performs other duties and undertakes special tasks as required or directed
Minimum Core Competencies
At least 3 years of experience in administrative support at the departmental level. A bachelor’s degree is preferred. Proficiency in MS Office, including MS Word, Excel, PowerPoint, and Outlook required. Must have a history that demonstrates:
- Ability to effectively interact with the public, by phone and face to face.
- Ability to produce quality work which includes thoroughness, absence of errors, neatness, and organization of individual’s work and work area
- Sound job knowledge including the blending and application of job-related education, experience, and skills to meet the requirements of the job
- Routinely anticipates work requirements and makes necessary preparations and provisions for allotting time and resources to complete work assignments
- Independent thinking and resourcefulness and a willingness to suggest innovative ideas or opinions for improvements. Voluntarily starts projects and attempts non-routine tasks when necessary
- Dependability and trustworthiness to adhere to all organizational policies, rules, and regulations. Follows instructions, completes tasks when due, and keeps supervisors informed of all key activities
- Ability to work independently, or as a team with a supervisor, co-workers, and volunteers
- Capacity to make reasonable choices and the ability to define and analyze problems or situations. When necessary, routinely takes the proper course of action and weighs benefits against costs.
- Strong verbal communication skills including the ability to speak and be understood, to listen actively, and to answer questions accurately and in a timely manner
- Strong written communication skills and produce concise, readable, and effective written documents
- Resiliency to changes in procedures, assignments, situations, or management decisions.
- Understand the organization’s mission, vision, and goals
- Ability to utilize performance feedback for professional growth & development
- A positive attitude, and is seldom late or absent
Pay: $59,538.90 - $63,540.90 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
